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ROWAN UNIVERSITY POLICY


Title: Two-Factor Authentication Policy

Subject: Information Resources and Technology

Policy No: CIO: 2018:01

Applies: University-Wide

Issuing Authority: Senior Vice President for Information Resources and Technology and Chief Information Officer

Responsible Officer: Senior Director, Infrastructure Services 

Adopted: 07/02/2018

Last Revision: 08/16/2018

Last Review: 08/16/2018



I.    PURPOSE

Two-factor authentication adds a second layer of security to Rowan Network accounts. This second form of authentication helps to prevent unauthorized access to an account even if the password is compromised. Rowan University currently uses a product called Duo for two-factor authentication.

Duo can provide a second form of authentication via a mobile device app, phone, or hardware token. The mobile device app is recommended. Rowan users must use at least one (1) but are encouraged to have at least two (2) registered methods of two-factor authentication in Duo so that they can always log in to a Rowan service even if one method is temporarily unavailable.

Using Duo for two-factor authentication is mandatory for all Rowan services protected by Duo. A list of Rowan services currently protected by Duo is available at go.rowan.edu/duoapplications. 

II.   ACCOUNTABILITY

Under the direction of the President, the Chief Information Officer and the Director of Information Security shall ensure compliance with this policy. The Vice Presidents, Deans, and other members of management will implement this policy in their respective areas.

III.  APPLICABILITY

This policy applies to all members of the Rowan community who use Rowan services that are protected by Duo two-factor authentication. A list of Rowan services currently protected by Duo is available at go.rowan.edu/duoapplications.

IV.  DEFINITIONS

  1. Two-factor authentication adds a second layer of security to a Rowan Network Account. Some services and websites refer to this second layer of security as two-factor authentication, 2FA, two-step authentication, two-step verification, or login verification. This second form of authentication helps to prevent unauthorized users from accessing an account, even if the password is compromised.
  2. The Duo Mobile app is available for phones and cellular capable devices, both Apple and Android. It is available for free from the Apple App Store and Google Play Store. It allows the user to say “Yes” or “No” to any attempted login to their account for Duo protected services and thereby provides a second factor of authorization for these services.
  3. A phone is a device capable of receiving phone calls or text messages. It allows the Duo system to contact a user by voice or text message in order to ask them to agree to any attempted login and thereby provides a second factor of authorization to services protected by two-factor authentication.
  4. A hardware token is a small device that can generate a passcode that can be used as a second factor of authorization to services protected by two-factor authentication.

V.  POLICY

  1. Employees
    1. Required:
      Rowan requires employees to use either the Duo Mobile app or a phone as a method of two-factor authentication. This can be supplemented by the use of a hardware token where necessary, see below.
    2. Optional:
      Rowan recommends that employees enroll a second device for two-factor authentication for use if their required method is unavailable. This second option may be the other of the two required options listed above, or may be a hardware token. Employees may purchase a hardware token from IRT (visit https://go.rowan.edu/duo) or departments may wish to purchase hardware tokens from IRT for employees who do not have access to a suitable phone as detailed in section V. A. a.
    3. Department supervisors should consult with IRT regarding purchasing hardware tokens for staff that may need them for access to applications that are required to perform their job. Applications that currently require Duo authentication are listed in Addendum A.
  2. Students
    1. Required:
      Rowan requires students to use a mobile phone, landline phone, or a hardware token as a primary method of two-factor authentication. Students who do not own a smart phone may request a hardware token from IRT. One will be provided for free. Replacements for lost or damaged student hardware tokens must be purchased from IRT. (visit https://go.rowan.edu/duo)
    2. Optional:
      Rowan recommends that students enroll a second device for two-factor authentication for use if their primary method is unavailable. This second option may be any of the three options listed above.
  3. Hardware Token Recycling or Disposal
    1. Tokens may be returned to any designated IRT office for recycling or disposal. No refunds (partial or full) will be issued for returned tokens.
  4. Training for the applications are listed in Addendum A
    1. Any training involving the applications currently listed listed in Addendum A will require the person attending the training to be enrolled in Duo.


 ADDENDUM A

  • VPN Services (vpn2.rowan.edu)
  • Citrix Applications, including EMR and CB, accessed through applications.rowan.edu
  • Google Apps
  • Rowan Online Portal (via rowanonline.com)
  • Office365 – this is different from the current desktop and Citrix versions of Outlook, Word, etc. that are currently in use
  • Learning Management Systems Services:
    • Blackboard
    • Canvas (accessed through rowanonline.com)
    • Kaltura
    • One45
    • Echo360
    • Library Resources
      • EZProxy
      • Rowan Federation
      • InCommon Federation
  • Banner 9 Services – Banner Administrative Pages (formerly known as INB), not Self-Service Banner
  • ServiceNow – support.rowan.edu
  • Starfish
  • PageUp
  • TK20
  • Qualtrics – Survey software


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